Personnel Records: Files kept on department personnel for the convenience of the office, but not an official personnel file.

While useful

Notify Archivist for review

Student files: (Student academic file)

5 years after last activity

*Destroy

Photographs, recordings, programs, etc., prepared in the course of official social functions or official activities

While useful

Archives

Brochures, Books, Periodicals, Newsletters (any official publication of the University)

Two copies of all publications are to be sent to Archives at the time of first issue. It is the responsibility of the office to see that this is done.

Steps for sending records

If you have office records that are no longer needed for current operations, follow the steps below to transfer these records to the Archives:

Make sure the files are in order and are properly identified. Do not remove records from the original folders.

Place the files in sturdy boxes with covers in the order in which they have been arranged in the office. We recommend records storage boxes. Number all boxes in sequential order. For example, 1 of 5, 2 of 5, etc. Write the name of the office of origin on all boxes.

Prepare an inventory of the contents in the boxes by listing the labels on the individual files. Place a copy of the inventory in box number one. Retain a copy for your files.